Download Gayoo Software User Manual Common

2012
Gayoo
Software
Author:
Raja S Periyasamy CEO
[GAYOO
SOFTWARE’S
FINANCIAL
ACCOUNTING
SOLUTION
(FAS) 5.00
USER
MANUAL]
This book is written mainly for users of gayoo
software to understand the software solution
fully with their self guidance at any time, so
we used here the simple language of english.
A child can learn
Website: www.gayoosoftware.com
Mobile:+91 9965599324
1
email: [email protected]
Mobile:+91 98429 83493
Gayoo
software’s
financial
accounting
solution
(fas) 5.00
user
manual
English
This book is written mainly
for users of gayoo
software to understand
the software solution fully
with their self guidance at
any time, so we used here
the simple language of
english.
Raja S Periyasamy CEO
Website: www.gayoosoftware.com
Mobile:+91 9965599324
2
email: [email protected]
Mobile:+91 98429 83493
Gayoo
Software
FAS 5.00
User Manual
Website: www.gayoosoftware.com
Mobile:+91 9965599324
worldwide
English
version
3
email: [email protected]
Mobile:+91 98429 83493
SNo
Chapter
1.
How to Open the
Software?
How to select data path
?
How to login to the
software?
How to Logout from
the software?
How to select
company?
How to switch between
menu(s)?
How to use function
keys?
How to use Alternate
Keys?
How to switch between
two languages like
English/Tamil?
How to type in Tamil ?
How to create single
product ?
How to alter single
product?
How to delete single
product?
How
to
Create
Multiple Product?
How to create a
customer?
How to create a
supplier?
How to create a
Account or Group
Account?
How to create a User ?
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
18.
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Page
No
6
19. How to use Product
Enquiry ?
20. How to change date in
software?
21. How to open calculator
from the main menu ?
22. How to use
the
calculator properly ?
23. How to open Phone
Book in the software ?
24. How
to
create
purchase entry?
25. How to alter purchase
entry?
26. How to delete purchase
entry?
27. How to print barcode
label?
28. How to print barcode
label
for
single
product?
29. How to create sale
entry?
30. How to alter sale
entry?
31. How to delete sale
entry?
32. How to print sale
entry?
33. How to do credit sale
entry?
34. How to do cash sales
with customer name ?
35. How to use Custom
Help Account?
36. How to create Bank
Payment?
37. How to create Bank
Receipt?
6
6
7
7
8
9
9
9
10
10
16
16
16
17
19
21
23
4
25
30
30
30
31
31
34
35
36
39
41
44
45
46
46
47
48
53
55
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38. How to create Cash
Payment?
39. How to create Cash
Receipt?
40. How to create credit
note?
41. How to create debit
note?
42. How to create journal?
43. How to feed opening
balance for single
account?
44. How to feed opening
balance for multiple
account?
45. How to feed opening
stock for product?
46. How to create, alter
and delete multiple
barcode for one
product?
47. How to create bill to
bill settlement receipt
(cash or bank) ?
48. How to create bill to
bill settlement payment
(cash or bank) ?
49. How to do simple year
creation process?
50. How to do detailed
year creation process?
51 How to do year end
closing stock process?
52 How to recalculate
balance for account?
53 How to recalculate
stock for product?
54 How to use product
match?
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57
55
59
56
61
57
63
58
65
68
59
69
60
61
71
62
74
63
76
64
65
79
66
How to See Ledger
Account Summary for
Account Name ?
How to use product
kit?
How to use product to
kit?
How to use kit to
product?
How to interface and
use Electronic
Weighing Scale ?
How to use multiple
MRP ?
How to use Batch
Number & Expiry
Date?
How to use raw
material consumption?
How to use simple
multiple product unit ?
How to use multiple
product unit ?
How to use Production
Sermi Finished ?
How to use
Production?
93
95
97
82
84
86
90
91
92
5
email: [email protected]
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Gayoo Software’s Retail Management
Solution Gayoo FAS 5_07 is the
customized ERP for all kind of retail point
of sale business including











click
Hyper Market
Super Market
Department Stores
Grocery Store
Provisional Store
Fruits & Vegetables Store
Medical Shop
Vehicle Spare Store
Sweet & Bakery
Restaurant
Textile Shop
2.How to select data
path ?
We here by explain step by step how to
use software easily and correctly
1. How to Open the
Software?



After open the icon you will prompt
for the data path selection

Select the desire data path use
Up/Down arrow keys and press
<Enter> to go inside
3.How to login to the
software?
Switch on the computer/laptop wait
until your operating system
Windows XP/Windows 7 fully
loaded to the memory
Take the mouse and click on the
desktop or use keyboard [Windows
Key]+D to focus directly to the
Desktop
There you will find the short cut of
software icon
located in
any location of the screen and
mouse click or enter or mouse right
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
6

Once go inside the data path you
will see the login screen as

You have enter your UserID and
Password given by your owner or
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supervisor as looks like below





exit from the software that we called as
Logout from the software
In textbox opposite to label UserID
type your <userid> and press
<ENTER> to go next textbox
In textbox opposite to label
Password type your <Password>
and press <ENTER> to go to Date
Textbox
In Date textbox check the date is
correct format as DD-MM-YYYY
and today then press <ENTER>
Now you will focus on Language
scroll bar you can select your
desire human language default will
be <English> and press <ENTER>
Now you will focus on the
[LOGIN] button, then click or
press <ENTER> to go inside the
software


Go to top menu
Select [EXIT] option from the
top menu as below

Press <Enter> or mouse
<Click> and focus will come to
the login screen as below

Press <Enter> or mouse
<Click> on [Logout] button to
close the software successfully.
5.How to select
company?
Once you login, you will see the
classic interface of the Gayoo software
in your favorite color as
4.How to Logout
from the software?
Once you logged into the software and
finish all the work and now want to
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But the all option of disabled and
company also not shown
7
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

Now your focus will be in
[SELECT]
so
press
<ENTER> or
mouse
<CLICK> to open Custom
Help Company

Then press <ENTER> or
mouse
<DOUBLE
CLICK> to select the
company

software, because, which designed for the
user easy and remember are called
Press <ENTER> to go to
the company

Top Menu

Left Menu

Bottom Menu

Right Menu
Now
you
have
successfully selected the
company as you wish
6.How
to
switch
between menu(s)?
Gayoo software menu’s quiet different
from the menus you are known from other
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
<F6> to know the Cost Price or
Profit Information
 <F7> to how Stock From Multiple
Location
 <F8> to auto load product selected
using (+/-) from product enquiry
 <F9> to Accept the any Action
 <F10> to open form menu
 <F11> to auto load from one
voucher to another
These are most frequently used, but in
some places we uses the same key for
other function that we will explain in that
particular place or module
8.How to use Alternate
Keys?
Here, you have to use <ESCAPE> key to
scroll between the menus use Up/Down
arrow keys to navigate and press
<ENTER> to forward and press
<ESCAPE> to backward. Also you can
use mouse to go to any option directly
without keyboard.
As like any software use will use alternate
denoted underscore in command button as
here the key <L> is
Alternate key, you have to press
<ALT>+L same time using two fingers to
change the language easily wherever you
are seeing the same you have do the same
work to get the correct resut.
7.How to use function
keys?
Gayoo software will use frequently some
function keys, which are more easy and
quick access to the software
 <F1> for calculator
 <F2> for select Customer or
Supplier
 <F3> for Cash Customer or
Supplier
 <F4> for refresh the information
you typed
 <F5>
for
open
Account
Department from Voucher
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9.How
to
switch
between two languages
like English/Tamil?
Normally, the software will open in the
user desired language in case the user
would like view the information in the
other language also he has to use
<ALT>+L to switch between language
from any screen of the software to change
9
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back to previous language again use
<ALT>+L

You have to choose [FINISHED
PRODUCT] and press <ENTER>
or [MOUSE CLICK] then you will
see the [FINISHED PRODUCT]
screen as below

Click [CREATE] button in the left
side of form it will let you in the
product creation process
10.How to type in Tamil
?
We
used
Unicode
font
named
Tscu_Paranar from E-Kalappai of Keyman
software, which is user friendly, for
switching between English and tamil you
have to use <ALT>+3
For example for you will type ammaa in
tamil «õÁ¡ will come automatically for
detailed information you will ask for
Gayoo Tamil keyboard layout.
The [Information] tab is the basic
information will be needed for the
product
11.How to create single
product ?

In [LEFT MENU] of gayoo
software you find the [PRODUCT]
or [PRODUCT MANAGEMENT]



icon
Go there and press <ENTER> or
use mouse [CLICK] to open then
you will see the product menu as


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[ProductID] is the automated
number, but [Product Code] is the
user defined code, but by default
the product id is put in the product
code.
Press
<Enter>
to
goto
[ProductName]
[ProductName] you will enter the
name of the product in English
example: Turmeric Powder 100g
and press <ENTER>
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

[ProductNameMotherLanguage] it
will automatically replaced by the
product name in English here you
have to type the product name in
Mother Language [ML] for type in
language keyboard use <F1>
[BarCode] It is the automated id
column
of
the
software


To print barcode, also you can
scan/type company barcode on the
product in any digit, suppose if you
deleted the default barcode use
<F1>
automatically update from
every purchase transaction
[PurchasePriceAverage] is the
value based average price and
this also automatically updated
from the after purchase voucher
entry.
[PurchasePriceMaximum] is
purchase price control factor
used to control the purchase
price below the the price
mentioned, if its zero the
control is not work.
The [Sale] tab is to type all the sale
price information

to load it again

The [Purchase] tab is asking all detail
related to to purchase


[PurchasePrice] is the cost
price of the goods excluding
tax , purchase expenses,
purchase commission
[PurchasePriceCurrent] is the
current cost price excluding
tax,
purchase
expenses,
purchase commission and will
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[SalePrice] the most commonly
used price is this only as a retail
price
[SalePriceWholeSale] the most
commonly used whole sale price
is this only as whole sale price and
by default whole sale price is
replaced by the retail price



11
[SalePriceAverage] is the
automated price calculated
from the Sale Voucher
[SalePriceMinimum] is user
cannot sale blow this price
[SalePriceMaximum] is user
cannot sale above the price
mostly known as MRP
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

[SpecialPrice] is used to define
more sale prices for selling the
product so, the customers have to
be classified into those price
category
[OpeningStock] is the automated
field sum of opening stock from
the voucher entry on different
date or frequest opening stock
feeding
[ClosingStock] is the automated
field to hold the calculated closing
stock
[Setting] tab is to set the desire setting
The [Sock] tab is to put stock level
as
we
want






[MinimumStock] this is minimum
level of stock we should keep in
place to meet the sale, its having
automatic calculation also to fix it
[MaximumStock] User can also
specify the maximum stock level
to stop unwanted stock to be hold
in place
[ReOrderLevel] is the quantity to
place purchase order to the
supplier
[DeadStockLevel] is the quantity
to maintain the dead stock in
place
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
12
[Status] use <SpaceBar> to select 0Enable / 1-Disable, if the product is
once disabled the product cannot be
used in any voucher
[CalculateStockUsing] use
<SpaceBar> to select
o 0-PurchasePrice
o 1-PurchasePriceAverage
o 2-PurchasePriceCurrent
o 3-BasicPrice
o 4-NettPrice
[IsPurchasePriceMaximumFound]
When making purchase entry user try
enter above PurchasePrice Maximum
the setting can be as using
<SpaceBar>
o 0-ALLOW
 It allow user normally
o 1-ALLOW WITH WARNING
 It ask user to want to
allow this or not
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2-ALLOW NEVER
 It never allow user to
go beyond this level
[IsSalePriceMinimumFound] is
setting is used to set what to do if sale
price minimum found can be selected
using <SpaceBar> as
o 0-ALLOW
 It allow user normally
o 1-ALLOW WITH WARNING
 It ask user to want to
allow this or not
o 2-ALLOW NEVER
 It never allow user to
go beyond this level
[IsSaleNegativeStockFound] is
negative stock found in sale voucher
the user what to do can be selected
using <SpaceBar> as
o 0-ALLOW
 It allow user normally
o 1-ALLOW WITH WARNING
 It ask user to want to
allow this or not
o 2-ALLOW NEVER
 It never allow user to
go beyond this level
[StockCalculationMethod] We use
several stock calculation method user
can select this anyone of the suitable
process to each and every product
using <SpaceBar> as
o 0-SetClosingStock
o 1-SetClosingStockTransfer
Goods
o 2-SetClosingStockExpiry
Product
o 3-SetClosingStockOnMRP
o 4-SetClosingStockOn
BatchNumber
o 5-SetClosingStockKIT
o



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o
6-SetClosingStockMultiple
ProductUnit
[Classification] tab is used to define different
grouping analysis for product as
o
o
o
o
[Group] this can be company / main /
first category of product
[SubGroup] this can be brand / sub /
second category of product
[Section] this can Content / third
category of product
[SubSection] this can flavor / fourth
category of product
User can use <SpaceBar> to call Custom Help
to select previous information entered
in the field for saving time with typing it again
and again.
[Location] tab is used to type exact location of
the product in the ware house / branch / shop
13
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[ProductPurchasePriceUnit] This field can be
used select default unit of measure during
purchase voucher entry, use <Spacebar> to
select Unit / Pack / Bundle
[ProductSalePriceUnit] This field can be used
select default unit of measure during sale
voucher entry, use <Spacebar> to select Unit /
Pack / Bundle
[Place] This field only can used to locate
product simly as A101
The [Unit] tab is used to mention unit related
information about the product
[Purchase (Price Or Percentage)] Different
purchase price can be entered for unit / pack
/ bundle.
[ProductUnit] User can type select default
unit using <SpaceBar> or existing unit by
<Blank> and <Enter> or type the desire unit
kgs / dozen / set etc.,
[Sale (Price Or Percentage)] Different sale
price can be entered for unit / pack / bundle.
[ProductPerUnit] This field can be used by
default how much the product contained will
be entered here as 1, if [ProductSemiFinished]
setting i s enabled suppose the product is
[Addition1] tab is used to mention different
kind of parameters can be entered by the
users.
Turmeric Powder 100g here we should enter
0.100
[ProductPerPack] This field is used to mention
how much product per unit in a pack of
product
[ProductPerBundle] This field is used to
mention how much pack of product per unit
contained in a bundle of product
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[Special] this field is used to mention type of
product as
o
o
o
o
FP – Finished Product
RM – Raw Material
SF – Semi Finished Product
PM-Packing Material
[Distribution] This tab is used to mention
some
extra
factor
as
[Warranty] is the field is used mention
warranty in days or expiry in days
[BasicPrice] is the purchase price excluding
tax
Later can used for warranty days calculation
and expiry date calculation
[NettPrice] is the purchase price including tax
can be used for exact profit calculation
[Addition2] tab is having some important
fields as below
[PurchaseProfit] is the field to know how
much profit from the purchase process.
[SaleProfit] is the field to know how much
profit from the sale process.
[SelfPacking] is the field to mention this can
be self packed by the company locally use
<SpaceBar> Yes /No
[ProfitPerProduct]
is the field used to
automate the Sale Price calculation in
purchase voucher.
[VAT] is Value Added Tax option to fix input ,
output tax and cst tax
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[SaleCommissionPercentage] is the field used
to mention how much percentage will given
to the sale person upon sale of this particular
product.
o
o
o
Finally, you have to click <ACCEPT> or press
<F9> to finish product creation.
14.How
to
Create
Multiple Product?
12.How to alter single
product?
o
o
Goto [Product] or [Product
Management]
Goto [FinishedProduct]
Click [ALTER]
o
Then you will see the product enquiry
o
Select the desire product want to alter
press <Enter> to go inside
Then make changes as you want
Click [ACCEPT] or press <F9> to
make changes permanent.
o
o
o
The multiple product creation is the fastest
way to create more products immediately with
desired columns without navigating all
unwanted columns
Click [Product Multiple] to go inside this
option
13.How to delete single
product?
o
o
o
Select the desire product want to alter
press <Enter> to go inside
Then make changes as you want
Click [ACCEPT] or press <F9> to
delete the product permanently.
You will see the product multiple screen
design and select and press <Enter>
Goto [Product] or [Product
Management]
Goto [FinishedProduct]
Click [DELETE]
Click [Create]
o
Then you will see the product enquiry
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[ProductCode] this will come automatically
from the MaximumProductID
Like this way you create all the product one by
one maximum 499 product you can create per
voucher,
[ProductName] you have to type the product
name in English
Finally, click [ACCEPT] or press <F9> to
create the product multiple.
15.How to
customer?
[ProductNameML] type the product name in
Mother Language
create
a
The customer is the person or company who
buying products from us in the terms of cash
or credit
[Barcode] here automatic barcode will come
here, if you want scan your desire branded or
company barcode.
[ProductUnit] this is the field to mention unit
as pce / set / dozen


Goto Left Menu
Find the icon named [Customer]

Click this icon to invoke
[Customer] information

Click [CREATE] for new customer it
will
focus
on
[UnderGroupAccountName]

Press
enter
to
show
[CustomHelpAccount] as below
the
[SalePriceMaximum] this is field also known
as MRP
[BasicPrice] is the field to type excluding tax
purchase price if don’t know the Basic Price If
you type the Input Tax and Nett Price the
Basic Price will calculated automatically.
[InputTax] is the field to enter the purchase
tax percentage
[NettPrice] is the field to mention the
purchase price including the tax.
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the
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
Now select the group account name
Customer and press <Enter> to
proceed to next

[AccountID] automatically created
from the group account id +
maximum account id
[AccountCode] the accounted will be
placed automatically in this field also
user can enter the desire value on this
field

[Marketing] tab is used to provide complete
marketing information for this customer
[AccountName] is name of the customer
in English with city name
[Account Name (Alias)] is alias name of
the customer in english
[AccountNameML] is name of customer
in Mother Language
[AccountNameMLAlias] is alias name of
the customer in Mother Language
This information can be used later for
obtaining analysis report about sales, purchase,
stock, customer & supplier closing balances
etc.,
[Opening] tab is used to provide Closing
Debit as Opening Debit and Closing Credit as
Opening Credit
This tab is used give full address details of the
customer with landmark also
[Setting1] tab is used to provide many
information as below
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[CreditLimitDays] This field is used to
maintain the credit limit days from the invoice
date for example if we put 15 days, the invoice
date is 01-3-2000, the bill should be settled on
or before 15-03-2000
[CreditLimitAmount] This field is used to
maintain the maximum credit limit for each
and every customer
One customer have both of the above two
limits, which one validating first that will take
to effect, the credit limit violation can be set as
 PurchasePriceMaximum
 BasicPrice
 NettPrice
When we select the particular customer the
default price will come in all related Sale
Vouchers.
All license numbers will be entered for
multiple reporting purposes.
This setting will help us to set for each and
every customer as
 0-ALLOW
 1-ALLOW WITH WARNING
 2-ALLOW NEVER
[DefaultID] In sale voucher the customer may
ask some fixed features for their accounting
purpose that also can be easily updated and
maintained using these default ids
[Setting 2] has some important information
for the customers as below
[DefaultPrice] Suppose, we classified the
product prices for the customer based on grade
the default price for each and every customer
can be set using <SpaceBar> as below













16.How to
supplier?
SalePrice
SalePriceWholeSale
SalePriceAverage
SalePriceMinimum
SalePriceMaximum
SalePriceSpecial1
SalePriceSpecial2
SalePriceSpecial3
SalePriceSpecial4
SalePriceSpecial5
PurchasePrice
PurchasePriceCurrent
PurchasePriceAverage
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create
a
The supplier is the person or company who
selling products to us in the terms of cash or
credit
19


Goto Left Menu
Find the icon named [Supplier]

Click this icon to
[Supplier] information
invoke
the
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[AccountNameML] is name of supplier in
Mother Language
[AccountNameMLAlias] is alias name of
the supplier in Mother Language

Click [CREATE] for new supplier it
will
focus
on
[UnderGroupAccountName]

Press
enter
to
show
[CustomHelpAccount] as below

Now select the group account name
Supplier and press <Enter> to
proceed to next

[AccountID] automatically created
from the group account id +
maximum account id
[AccountCode] the accounted will be
placed automatically in this field also
user can enter the desire value on this
field

This tab is used give full address details of the
supplier with landmark also
the
[AccountName] is name of the supplier in
English with city name
[Account Name (Alias)] is alias name of
the supplier in english
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[Marketing] tab is used to provide complete
marketing information for this Supplier



0-ALLOW
1-ALLOW WITH WARNING
2-ALLOW NEVER
17.How to create a
Account
or
Group
Account?
This information can be used later for
obtaining analysis report about sales, purchase,
stock, customer & supplier closing balances
etc.,
The Group Account is the personal or nominal
information of the company


Goto Left Menu
Find the icon named [Account]

Click this icon to
[Account] information

Click [CREATE] for new group
account
it
will
focus
on
[UnderGroupAccountName]

Press
enter
to
show
[CustomHelpAccount] as below
[Opening] tab is used to provide Closing
Debit as Opening Debit and Closing Credit as
Opening Credit
invoke
the
[Setting1] tab is used to provide many
information as below
[CreditLimitDays] This field is used to
maintain the credit limit days from the invoice
date for example if we put 15 days, the invoice
date is 01-3-2000, the bill should be settled on
or before 15-03-2000
[CreditLimitAmount] This field is used to
maintain the maximum credit limit for each
and every supplier
One customer have both of the above two
limits, which one validating first that will take
to effect, the credit limit violation can be set as
This setting will help us to set for each and
every supplier as
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[AccountName] is name of the Acount in
English with city name
[Account Name (Alias)] is alias name of
the group account or account in english
[AccountNameML] is name of group
account or account in Mother Language
[AccountNameMLAlias] is alias name of
the group account or account in Mother
Language
This tab is used give full address details of the
group account or account with landmark also



Now select the group account name
and press <Enter> to proceed to next
Now it ask Want to create Group
Account ? if you pur [Yes] this leads
us to create Group otherwise this
leads to create Account
[AccountID] automatically created
from the group account id +
maximum account id
[AccountCode] the accounted will be
placed automatically in this field also
user can enter the desire value on this
field
[Marketing] tab is used to provide complete
marketing information for this group account
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or account
This information can be used later for
obtaining analysis report about account closing
balances etc.,
Click [CREATE] to new user creation
[Opening] tab is used to provide Closing
Debit as Opening Debit and Closing Credit as
Opening Credit
Type your full name as [User Name]
and short name as [User ID]
Type your desire password in 10 digit
and also retype the same in next
textbox. And press <Enter>,
now you will see the user rights screen
as below
18.How to create a User
?
User creation is very simple and powerful
option to control all user in a strict manner.

Goto bottom menu
<F1> is used to select

Select [User Admin] and press
<Enter> or
<MOUSECLICK> to
open it
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<SpaceBar> is used to select / deselect
permission for one module
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You can use more special key functionality to
select or deselect rights for Create / Alter /
Delete / Print
Click
<Delete>
to select all module
rights
Click
<Delete>
to deselect all module
rights
<C> to select / deselect <Create> rights
<A> to select / deselect <Alter> rights
<D> to select / deselect <Delete> rights
<P> to select / deselect <Print> rights
Click
<Alter>
to select all module
rights
Now press <F1> to select all the rights in
software
as
below
Click
<Alter> rights
to deselect all module
And press <Enter>
you will focus on the [ACCEPT]
button, then press enter the user will
created and prompted a success
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message.

Below will show close up screen shot of
product
enquiry
By this way you can create many
number of user as you required.
19.How to use Product
Enquiry ?

Gayoo software product enquiry is custom
help customized enable you to design yourself,
required fields, width, back color

Goto
bottom
menu


You can search in any single column and
multiple column
There are more function key operations in
this mode
<F1> from the text boxes enable us to do

start of field search
and middle search as a multiple column
<F2>
from
the
text
boxes

to switch between
English and Mother Language
<F3>
from
the
text
boxes

to filter if
closing stock exist only or not.
<F4>
from
the
text
boxes


Click [Product Enquiry] to open it, now
you will see the full view of enquiry
to select one
supplier all the products which can be
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useful for placing purchase order to the
supplier.
o Press <F4> key from any text
boxes, you see a Custom Help
Account for supplier as below
Another set of function keys which will used
on the selected product in the list box control
<F1> EDIT is used
to edit the
information on the selected list box control as
below
o
o
Select the desire supplier name
and pres <Enter>
Now it ask us , Want to update
from Supplier to Product from
Purchase and
PurchaseReturn
Now, we would like to change the Purchase
Price,
goto there using Up/Down arrow and press
<F1> to show the text box as below
o
o
If you press <Yes > it take some
to do process, <No> proceed with
the existing information.
Then press <Enter> you will see
only the product those supplied by
a selected supplier as below
and type the actual purchase price and press
<Enter> to place it in the corresponding
position
as
below
By this way you can change all information
finally, click the [Update] button to save the
changes in to the product or you want to
cancel the operation click <Close>.
<F2> Supplier
is used to see
one supplier or all the supplier who supply this
product in bill wise detailed information, now
press <F2> after focus on desire product in list
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box
control.
You will see the Custom Help Account below
with the list of customers to select
You will see the Custom Help Account as
below with the list of supplier to select
if you want select any one supplier use
Up/Down arrow to navigate and press <Enter>
to show the Supplier Price History as below
if you want select any one supplier use
Up/Down arrow to navigate and press <Enter>
to show the Customer Price History as below
now you will see only one supplier purchase
history of one product
now you will see only one customer sale
history of one product
Suppose from the Custom Help Account
instead of selecting any supplier if you press
<Escape> you will see the Supplier Price
History of the suppliers of this product as
below
Suppose from the Custom Help Account
instead of selecting any customer if you press
<Escape> you will see the Customer Price
History of the customers of this product as
below
<F3> Customer
is used to
see one customer or all the customer who
bought this product in bill wise detailed
information, now press <F3> after focus on
desire product in list box control
<F4> Match
is very useful
facility, if suppose customer asking one
product but the stock is not available for that at
the same time we have another product with
the similar use with same functionality we
recommend that product to the customer as
this will same like that one which you asked
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and try to convenience them easily, but if the
sales man is new he does not which product is
match with which once, in this situation our
software is very use ful to identify easily those
product
Suppose your customer asking for Chair you
will
search
as
below
But we don’t have stock on that product, now
press <F4> you will list of product matching
with the similar product as below
<F5> Kit
is used to maintain stock
calculation for group of product joined as one
product called as Kit, now we would like to
see what are the product contained in the kit as
below
here, if you would like hide the purchase
prices you can do it with help of the settings
available for users/counters also
Here, the Dining Table is the kit contains 1
Table and 4 Chair
<F7> Stock
is used to display
stock available in different warehouse(s) or
branches of the company, focus one desire
product
as
blow
<F6> Price this is used to know all the prices
of this product selected in the list box control
press <F7> to display stock as below
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each and every location have how many stock
with the total available also.
<Enter>
<F8> Reserved
is to display
reserved product for how many customer and
how
much
quantity
now it ask Want to print all? If you select
<No> it will print only current page selected.
If you select <Yes> it will ask message as
below
And press <F8> to show reserved product as
below and also show the remain stock by
subtracting reserved stock from the available
stock
this used to select direction of printing 0Portrait 1-Landscape, type your desire number
to
click
<OK>
<F9> Print
is used to print
product list with customized manner. Click
<F9> you will receive message as below
then it ask print column as percentage width
between 50-100? The default will be 85
percentage,
then
click
<OK>
If you select <Yes> it will let you to the next
message
as
below,
then it ask top margin for printing default will
be 500 pixels,
then click <OK>
use Up/Down arrow to navigate and
<SpaceBar> to select / deselect and then press
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In the software login form you will see a
date
textbox
as
below
then it ask left margin for printing default is
100
pixels,
then
click
<OK>
In the date textbox press <F2> key to open
the small date change screen as below
then it ask for font size default will be 10 size.
then
type your desire date in MM-DD-YYYY
format and click <OK> and click
<Logout> the software and open again and
see the date has been changed
successfully.
then it show the available printers for
selection, you have to select the desire printer
to print it.
21.How
to
open
calculator from the
main menu ?
20.How to change date
in software?
The date is automatically changed, but in
the multiuser environment the company
decided to centralize the date that means
not to allow each user to change
themselves is called “Centralised Date
Facility” we will explain how to change.
The calculator opening facility every where
available in the software using <F1> and in
some areas the <F1> was used for some other
purposes also, that time it will ask Yes or No
question if choose <No> calculator will open
automatically.
22.How to use the
calculator properly ?
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Press <F1> from any of the screen to open
calculator
as
shown
below
24.How
to
create
purchase entry?
In every business the purchase transaction is
very important, to know the exact cost of the
goods and to know the profit from the sold
product the purchase transaction is needed.
Here you can do any calculation




+ for addition
- for substration
/ for division
* for multiplication

Goto Purchase Department from the
main
menu

Press <Enter> or mouse <Click> to
open it, then you will see the purchase
menu
as
below

Select <Purchase> and press <Enter>
to Open Purchase entry screen as
below
Example: 25+15-5*10+20/1
After press <Enter> to display the value in the
same text box. If you would like to transfer the
result automatically to called textbox just press
<SpaceBar> also, it will not store any value
inside if you close the form the calculated date
will be lost.
23.How to open Phone
Book in the software ?
The phone book in the Gayoo software is very
simple and useful, to open the phone book
from main menu top, left , bottom, right you
have to press <F2> key you see the form as
below
Then click <Create> and press <Enter> to
choose the phone book grouping and then fill
all the desired information, after that any time
you can view it via <Alter> button from the
phone book entry.
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
the basic accounting rule for purchase
transaction is [Debit] The Receiver and
[Credit] the giver), to get help from account
use
<SpaceBar>
To add a new purchase Click
<Create> from the purchase screen
If you are creating a very first entry it ask you
to give the starting voucher id as below
but, there you did not find your desire supplier
name, because right now you are creating the
account information one by one, so just press
<Escape> to go back to the previous screen.
if you need to give any continuation of
existing serial you can give here, otherwise
just
press
<OK>
to
continue
to create new supplier from the purchase
screen itself, press * (asterisk) from the
[Credit] textbox it let you to the Supplier
Information
as
below
now it ask you to give the voucher date or
goods received date (some customers they use
this as invoice date also) and press <Enter>
( to know more about this please read article
16.How to create a supplier?)
After supplier creation is over, user
<SpaceBar> and select supplier name as
below
now it let you another screen <Purchase Bill>
you should feed the Invoice Number and the
Invoice
Date
and
press
<Enter>
after it focus on the [Credit] Cash in Hand (
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now press <Enter> to select the supplier
and go back to the purchase screen And
press <Enter> to proceed to the product
entry
screen.
from this select your desire product and
press <Enter> to go back to purchase
screen with selected product code as below
press <Etner> to get information about the
product as below, by seeing the purchase
bill you have feed the all the product one
by one, if the product is newly come use *
<asterisk> from the [ProductCode] to open
Product Information (to know about this
read article 11.How to create single
product
?)
by default it focus on the [SerialNumber]
shortly known as SNo press <Enter> to
proceed to next column [ProductCode]
[ProductCode] is the most used column
of the application in inventory mode, what
are the work can be done here? Will
explain one by one.


You can type the code of product
to get information of product
directly
You can scan barcode here to
interpret the product code using
barcode.
After
If you don’t know the both above
information, you have to press <Enter>
(make sure the [ProductCode] is blank)
then it will help you open the Product
Enquiry or Product Enquiry Custom Help
Customised as below
feed
any
discount
as
below
Any amount to add or amount less use the
following
textbox
Check the tax information as shown in the
tax break up screen as below
(to know more about this read article
19.How to use Product Enquiry ? )
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check the total purchase value is equal to
total amount as shown below bigger

open purchase
department
from
purchase

click <Alter> command button you
will
see
the
finally, press <F9> or <Accept> to save
the purchase entry into the software.
Now it ask want to print the purchase bill
as
show
below
if
you choose <Yes> it will print and create
another purchase entry, click <No> to
create another purchase entry without
printing it.
Voucher ID Text box, as below
25.How
to
purchase entry?
if you know the which voucher id
type it there and press <Enter>
alter
Alteration in any entry is mandatory, any
well user can do any mistake some that
time he has to made some alteration in the
entry, here we will explain to do this?

open purchase department from top
menu
it ask is this voucher with its
essential information, if you choose
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<Yes> it will show all the
information
belong
to
that
particular voucher id as below

open purchase
department
from
purchase
click <Delete> command button you will
you can make alteration as you
wish and press <F9> to Accept
changes
see the
Voucher
26.How
to
delete
purchase entry?
Text
box,
as
below
if
you know the which voucher id type it
there
and
press
<Enter>
This is very rarely used when some
purchase entry has too many errors or no
need, in this case we have to delete this
purchase information permanently, once
you commit the delete you cannot roll
back it.

ID
open purchase department from top
menu
it
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barcode printer is expensive and labels are also
expensive, but using inkjet and laser printers
are very cheapest solution to printing barcode
label using our software in easy manner.
ask is this voucher with its essential
information, if you choose <Yes> it will
show all the information belong to that
particular
voucher
id
as
below
The barcode labels can be printed from many
modules of the software are listed below





Purchase
Sale Return
Opening Stock
Production
Production Semi Finished
Here, we explain you how to print barcode
from purchase entry screen. First create the
purchase bill as required and then go to alter as
below
if you want to confirm the remove press
<F9>
to
Delete
Click <Alter> to open the desire purchase
voucher
will
ask
you
as
below
it ask are you sure to delete, if you press
<Yes> it permanently delete purchase
voucher entry <No> release voucher id
from the delete mode.
27.How
to
barcode label?
print
type
your desire [voucher id] and press <Enter>
Nowadays, id automation is a very important
one for handling more products in a retail shop
for identity purpose, there are many ways to
print barcode sticker.
Barcode sticker can be printed using special
printer made up for printing barcode or using
any inkjet or laser printer, but the special
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voucher to the barcode printing you have to
select <Yes>, if you select <No> it will start
with the barcode printer with the already
selected
information.
now it reconfirm the voucher information
select <Yes> to display the information
If previous barcode information found it ask us
want to add with existing one, if you choose
<Yes> it will add this bill with existing
information already selected using the same
option. If you choose <No> it will start with
the existing information already selected
now you see at the bottom of the purchase
screen you will find the command button
<Barcode>
as
below
now it ask you select preloaded barcode design
of different barcode labels, you have to select
the desired design and press <Enter> it will
click <Barcode> to open the barcode printer
screen, but before that it ask us to load the
voucher to the barcode printer as below
if you want to add all the product in this
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show the barcode printer screen as below

option is used to save the label cost,
example a sheet has 65 labels, if we
printed 60 labels the remaining will be
in the sheet. if you want print on the
remaining 5 labels the label start at
should be 61
[Product
ID]

id of the product and code of the
product will be displayed here
[Product
Name]

the selected product name in English
is shown here
[Product
Name
ML]
the selected product mother language
name will be shown here

Here just we explain little about the field in the
information in detail

[Paper
[Quantity]
the no of
product is
change the
<Enter> to
labels required for this
entered here, you can
desire quantity and press
make changes as below
Size]
is the design name what we have
selected from the barcode label design

[Row]
is to
mention number of horizontal lines in
the sheet in case of A4 / letter /
210x310 sizes

[Column]
is to
mention number of vertical lines in the
sheet in case of A4 / letter / 210x310
sizes.

[Labels]
is calculated by Row x Column
[Label
Start


[Navigation]
this is used to scroll between the
selected product
o << is for move first
o < for move previous
o > for move next
o >> for move last
this
At]
this
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
[Select] is used to select the group of
barcode
to
printed
ALL – print all products
SELECTED – what you have
see in the screen only that
product is printed
o SELF – this option is to print
only print the self packing
products
o INTERNATIONAL – this
option is only print the
international
barcode
products.
[Label] is the option for showing the
total quantity of labels as below
o
o


there you have to select the desire printer and
press
<Enter>
[Page] is the option for showing total
number of pages
Now click <Print> to start printing barcode
label
you can
scan print and fix in the products and scan the
barcode labels during sale process. By this
way you can print barcode labels using any
printer.
now it shows you the printer selection dialog
box
as
below
28.How
to
print
barcode label for single
product?
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now it reconfirm the voucher
information select <Yes> to display
the information
Many times we have printed all the labels
of a purchase voucher but we have to
make change only one product barcode
label we would like take label for only one
product instead of printing all the product
labels, here we will explain how to achieve
this easily,



Go to [Purchase Department] in the
top menu
Open [Purchase] screen from the
purchase department menu
below
Now scroll to the desire product and press
<F5>
to
selection
process

Click <Alter> to open the desire
purchase voucher will ask you as
below
it ask “Want to Add <ProductCode> to
Barcode Printing ?” if you press <Yes> it
will
ask
next
question
as
type your desire [voucher id] and
press
<Enter>
“Previous Barcode Information Found
Want to Add with existing One?” if you
choose <Yes> it add to the previous
barcode information already selected or if
choose <No> the previously selected
barcode information will be deleted and
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like to give more concentration to this process.
So we start over here how to create sale step
by step.
only this product is available for barcode
printing and display the message below

by this way you can add many products
from the different voucher even purchase,
opening stock, production semi finished or
production.

Go to [Sale Department] from the
[Top
Menu]
and press <Enter> to proceed next
Now it will show [Sale Department
Menu]
as
below
Finally, click the <Barcode> button from
the voucher screen

it
Go to [Sale] and pess <Enter>
Then it ask you the following question
In this case, you have to click <No> to start
with the barcode printing.
29.How to create sale
entry?
For all the business in the world the sale is
very important transaction of a business,
because which leads cash come in to the
company, so all the business owners would
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41
now it ask above question “Want to
show only today sale ?” this question
is only ask from the Counter 1
(SERVER) only, if the Sale Today
Facility is enabled, otherwise it will
not ask this question. If you want to
see sale information of today you have
to select <Yes> or else you want to
see previous days except today you
have to choose <No>.
Then it will ask you another question
below in case of electronic weighing
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scale
interface
is
enabled
it ask for enter port number, is the
numeric number between 1 to N of
serial port (COM) of the computer to
interface with the electronic scale
through rs232 interface. The default
port will be 1 press <Enter> to
continue
next
screen.




Press <Enter> or click <Create> to
start the sale creation process.
now it ask for starting voucher id of
sale voucher, you can give the
continues of existing voucher,
otherwise click <Ok> or press
<Enter> to continue to next
Now it ask for “Enter starting invoice
number?”
in case of the setting every day invoice
number starting from 1 facility is
enabled otherwise it will not ask you
this question, just click <Ok> to
continue to next screen
Now it focus directly on the [Serial
Number]
column,
to go to next column just press
<Enter>
Now it focus on the [Product Code]
column, if you know the code of the
product, type the code and press
<Enter> or if you have barcode
scanner connected with the computer
just scan the barcode to select the
product code automatically, if you
don’t know the code just press
<Enter> (the code column should be
blank) to display the [Product
Enquiry]
(To know more about the product
enquiry just read 19.How to use
Product Enquiry ?)

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Just select all product one by one enter
the required [Quantity] in the specific
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column of the sale screen, and now the
sale screen will look like this



After done all the entry just press
<F9> accept the sale voucher and go
to
the
printing
process,
if the cash balance screen is enabled it
ask for how much the cash the
customer given as above, then it
automatically calculate the balance
amount you have given back to the
customer and just press <Enter> to
proceed next.
Then it successfully saved the sale
voucher and ask you to print this
voucher
or
not
as
below


If you really don’t want to print his
sale voucher choose <No>, otherwise
click <Yes> to start print, if multiple
print design for Sale Voucher facility
is enabled the software will ask to
select the print design for printing this
voucher
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Now you have to select the desire
print design and press <Enter>
Then it ask for printer selection
screen, because there are many printer
devices are connected with the
computer, the help will show like
below
then you have select the desire printer
and press <Enter> to start print
immediately Or if you click close
button of this window, it will cancel
the printing and give us message as
43
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<Alter> in [Sale ] voucher it will
work, otherwise it disable the
command button immediately on click
of
the
button.
then it
focus on the [Serial Number] and
voucher id will be incremented
automatic to next available serial, by
this way you can create easily and
continuously

Now it ask for enter voucher id as
below

If you know the voucher id of you
want to alter is exist, you have to give
it there and press <Enter>, if you don’t
know the voucher id just press
30.How to alter sale
entry?
The alteration of the sale voucher is some time
mandatory to some company because the
owner often ask the user to change some
information in the sale voucher frequently in
this case you to use the way to solve this.

Goto [Sale Department] from the top
menu

Click [ Sale ] from the sale department
menu


<Enter> the voucher id should blank
to display the Show Help immediately
Now it show month wise view of the
sale voucher, you have to select the
desire month and press <Enter> to see
Show Help Date
Click <Alter> to start the alteration
process, if you have permission of the
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


Open

<Sale Department>
Click <Delete> button to start the
delete
process,
Select on the desire date and press to
see the Show Help Voucher as below
<Sale>
from
Now you can select the voucher from
the help and press <Enter>, not it
shows the sale voucher to be altered as
below
it ask the same question as enter
voucherid,
and you can do any changes and
finally press <F9> accept the all the
transaction just now you altered.
31.How to delete sale
entry?

This option is rarely used in sale voucher,
some time you have to delete or remove the
unwanted sale transaction and wrongly entered

You have to select the unwanted sale
voucher and press <F9> and it will ask
as
below
Open <Sale Department> from top
menu
if you really don’t want the voucher
<Yes> to delete it otherwise click
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<No> to terminate the delete process
of this voucher.
voucherid,
32.How to print sale
entry?
During the sale creation and alteration
process you can print the voucher, in
case that time you really don’t want the
print out later you need to print it again
and again this will very useful

Open <Sale Department> from top
menu

Open
<Sale>
You have to select the sale voucher and
press <F9> and it will ask as below
click <Yes> print the voucher and press
<No> cancel print operation try another.
from
33.How to do credit sale
entry?

Normally by default the sale will be
created in the cash sales, but the customer
does not pay the money for this sale
transaction it is called credit sale, here we
see how to do the credit sale for a
customer
<Sale Department>
Click <Print> button to start the print
process,

Open <Sale Department> from top
menu
it ask the same question as enter
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

Open
<Sale>
from

<Sale Department>
Click <Create> button from the sale
screen and the focus will on [product
code] now press <F2> the control will
go to [Debit] column of the sale
voucher
as
below

But still it shows [Cash Sales] on the
<Credit> side, if you press <Enter>
the credit value automatically changed
to credit sales as looks like below
Now add all the desire products and
press <F9> to finish the credit sale
successfully.
34.How to do cash sales
with customer name ?

Many cash customers asked to print their
names in the cash sale voucher, because
they have to produce those voucher for
accounting purpose and to prove this
purchase is happed for so and so company,
here we will see how to do this easily,
Now press <Space Bar> on cash in
hand to open the Custom Help
Account to select customer list as
below

Open <Sale Department> from top
menu

Open
<Sale>
from
select the desire customer to do credit
sale
and
press
<Enter>
<Sale Department>
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Click <Create> button from the sale screen
and the focus will on [product code] now press
<F3> the control will go to the multiple tab
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information
screen
as
below
and
press
<Enter>
Now again press <F3> to close multiple tab
information screen and back to sale voucher
now you will the cash customer name will be
displayed next to [Debit] Cash in Hand
Now as usual select the desire products and
press <F9> for accept the sale voucher.
the focus will be in [Account Name], if you
want type new name that’s not our existing
customer do it here manually or if you want to
do cash sales for your existing customer just
press <Space Bar> and continuously press
<Enter> to open Custom Help Account of
customer
as
below
35.How to use Custom
Help Account?
Custom help account is a useful help on
account / customer / supplier wherever we
need help on account name it will be available
there.
scroll down and select your desire customer
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
Press <F3> from the [Top Menu] or
[Left Menu] or [Bottom Menu] or
[Right Menu] it will open the Custom
Help
Account

The Custom Help Account look like
this
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

[Closing
Debit]
in
this

list box only the
debit balance of the account will be
displayed in red color
[Closing Credit] only credit balance
and it has many hidden features
[Code / Account Name] in the text box
you can enter either account code or
account name or account name mother
language it will search and filter as we
wish
of the account will
be displayed here in green color.
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


[Credit
Limit]
in
this
list
display the contact information typed
in the account to the user as below
box
account name has credit /
debit limitation which will be
displayed in blue color.
This will display the count of account
and each page has 25 account name at
one
time
and
total how many pages and currently
you are which page and which account
serial everything you can monitor
here.
[F1 Quick Search] this facility
is used to
find the unknown account name, some
time if we don’t know the starting
letter of a account name, we just click
<F1> and enable Quick Search and try
to find any middle name of account
easily
as
below

[F4 Ledger Account] is short key for
Ledger
Account Summary in Reports, enable
the user to easily access the ledger
from here from the selected account
name in the list box control
now press <F4> it will go inside the

[F2 Language] is the facility to switch

between
English and Mother Language. This
can set using windows hot key settings
[F3 Contact Information] this facility
is
used
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to
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Reports
automatically
as
below
type desire name click <OK> or press
<Enter> to accept, by this way do it
for all return accounts, finally go to
text box and press <F6> to show the
available favorite account information
as
below

[F5Order Name/Code] is the option to

order
of
account name either code or name so
user easily select which one they want
[F6 Favorite] is facility to group
certain
account name as one group of
information to monitor frequently
otherwise we have to search each and
every information separately which is
time
consuming,
for
example
scroll down and select as you wish
now we want to group all the return
account in one group as “Return” use
quick search as below, then press
<F6> on that account name as below
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popup

and
press <Enter> to show only the
favorite named “Return”, by this way
you can create many favorite but one
account will be in one favorite only.
[F7 Dead Stock] This facility
especially
used as shortcut for
stock

[F8 Purchase Return] this option is
used
to
display the return product to supplier
will be displayed from the reports, just
select any one supplier account as
below
supplier dead
report,
after selecting a supplier account
name, just press <F7> to go to the
reports of dead stock directly with
accounted selected for the account
name as below if you want to open it
just press <Enter> or click <OK> to
show the reports, if you don’t want
reports click <Cancel> and press
<Eascape> to exit from the report
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menu
and click <F8> to display the reports
52
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from
here
below
then click <Create> to start the
payment process, it ask for starting
voucher id in case of very first entry as
below
36.How to create
Bank Payment?
The company is going to pay to
expenses or supplier through cheque /
demand draft / tele transfer / swift it’s
called bank payment, the short code of
this is BPAY
click <OK> or press <Enter> to
proceed next, now its focused in the
<Serial Number> press <Enter> go to
<Account Name> the default account
name will displayed as below
Go to [Account Department] in the top
menu
Now press <Enter> to open Account
Department
Menu
as
below
If you want choose different account
name just press <Del> or <Delete> key
and press <Enter> to open the Custom
Help Account to display only Bank
Accounts
as
below
From this menu just select [Bank
Payment] and press <Enter> to open it
show the day book entry screen as
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Select the desired account name and
press <Enter> to go to next column
53
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[Narration], here the string “Cheque
No.” automatically displayed on focus
as
below
if you want insert any information
related to this transaction as a narration
and press <Enter> to focus on the
[Cheque] column is used to type one
the
Cheque
Number
now press <Yes> or <Enter> go to the
next line’s [Serial Number] column
press <Enter> to go to [Account
Name] and press <Enter> to open the
Custom Help Account as below
as well as [Cheque Date] on the date
column and press <Enter>, now the
control automatically go to the
[Credit] column as accounting
intelligence
as
below
now, select the desired expense or
supplier name and press <Enter>
if
you
press
three
<Enter>
continuously then first line information
automatically
copied
to
the
corresponding column of second line
with out retype again as below
you can feed the transaction amount on
the credit side and press <Enter> and
it shows the balance of selected
account
as
below
as a
message box you have click it or press
<Enter> and it ask again as below
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by this way you create all bank
payments easily, finally press <F9> or
click Accept to finish the transaction
54
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if you want print click <Yes>
otherwise click <No> to proceed to
next voucher.
From this menu just select [Bank Receipt]
and press <Enter> to open it show the day
book
entry
screen
as
below
This is the simple way to create bank payment
voucher for expenses, supplier payment and
other payments through banking.
37.How to create Bank
Receipt?
The company is going to receive money
from income or customer through cheque /
demand draft / tele transfer / swift it’s
called bank receipt, the short code of this
is BRCP
then click <Create> to start the receipt
process, it ask for starting voucher id in
case of very first entry as below
Go to [Account Department] in the top
menu
click <OK> or press <Enter> to proceed
next, now its focused in the <Serial
Number> press <Enter> go to <Account
Name> the default account name will
displayed
as
below
Now press <Enter> to open Account
Department Menu as below
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If you want choose different account
name just press <Del> or <Delete> key
and press <Enter> to open the Custom
Help Account to display only Bank
Accounts
as
below
as a
message box you have click it or press
<Enter> and it ask again as below
Select the desired account name and
press <Enter> to go to next column
[Narration], here the string “Cheque
No.” automatically displayed on focus
as
below
if you want insert any information
related to this transaction as a narration
and press <Enter> to focus on the
[Cheque] column is used to type one
the
Cheque
Number
now press <Yes> or <Enter> go to the
next line’s [Serial Number] column
press <Enter> to go to [Account
Name] and press <Enter> to open the
Custom Help Account as below
as well as [Cheque Date] on the date
column and press <Enter>, now the
control automatically go to the [Debit]
column as accounting intelligence as
below
you can feed the transaction amount on
the debit side and press <Enter> and it
shows the balance of selected account
as
below
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now, select the desired income or
customer name and press <Enter>
56
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Go to [Account Department] in the top
menu
if
you
press
three
<Enter>
continuously then first line information
automatically
copied
to
the
corresponding column of second line
with out retype again as below
Now press <Enter> to open Account
Department
Menu
as
below
by this way you create all bank receipt
easily, finally press <F9> or click
Accept to finish the transaction
From this menu just select [Cash
Payment] and press <Enter> to open it
show the day book entry screen as
below
if you want print click <Yes>
otherwise click <No> to proceed to
next voucher.
This is the simple way to create bank receipt
voucher for income, customer receipt and
other receipt through banking.
then click <Create> to start the
payment process, it ask for starting
voucher id in case of very first entry as
below
38.How to create
Cash Payment?
The company is going to pay to
expenses or supplier through cash it’s
called cash payment, the short code of
this is CPAY
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click <OK> or press <Enter> to
proceed next, now its focused in the
<Serial Number> press <Enter> go to
<Account Name> the default account
name will displayed as below
column and press <Enter>, now the
control automatically go to the [Debit]
column as accounting intelligence as
below
you can feed the transaction amount on
the debit side and press <Enter> and it
shows the balance of selected account
If you want choose different account
name just press <Del> or <Delete> key
and press <Enter> to open the Custom
Help Account to display only supplier
and expenses accounts as below
as below
as a
message box you have click it or press
<Enter> and it ask again as below
Select the desired account name and
press <Enter> to go to next column
[Narration], here the string “Payment
No.” automatically displayed on focus
as
below
now press <Yes> or <Enter> go to the
next line’s [Serial Number] column
press <Enter> to go to [Account
Name] and press <Enter> to open the
Custom Help Account as below
if you want insert any information
related to this transaction as a narration
and press <Enter> to focus on the
[Invoice Number] column is used to
type one the Invoice Number
as well as [Invoice Date] on the date
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39.How to create Cash
Receipt?
The company is going to receive money
from income or customer through cash it’s
called cash receipt, the short code of this is
CRCP
Go to [Account Department] in the top
menu
now, select the desired cash account
and
press
<Enter>
if
you
press
three
<Enter>
continuously then first line information
automatically
copied
to
the
corresponding column of second line
with out retype again as below
Now press <Enter> to open Account
Department Menu as below
by this way you create all bank
payments easily, finally press <F9> or
click Accept to finish the transaction
From this menu just select [Cash Receipt]
and press <Enter> to open it show the day
book
entry
screen
as
below
if you want print click <Yes>
otherwise click <No> to proceed to
next voucher.
This is the simple way to create cash payment
voucher for expenses, supplier payment and
other payments through cash.
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then click <Create> to start the receipt
process, it ask for starting voucher id in
59
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case of very first
entry as
below
transaction as a narration and press
<Enter> to focus on the [Invoice] column
is used to type one the Invoice Number
as well as [Invoice Date] on the date
column and press <Enter>, now the
control automatically go to the [Debit]
column as accounting intelligence as
below
click <OK> or press <Enter> to proceed
next, now its focused in the <Serial
Number> press <Enter> go to <Account
Name> the default account name will
displayed
blank
as
below
you
can feed the transaction amount on the
debit side and press <Enter> and it shows
the balance of selected account as below
If you want choose different account name
just press <Del> or <Delete> key and
press <Enter> to open the Custom Help
Account to display only Customer
Accounts
as
below
as a message
box you have click it or press <Enter> and
it
ask
again
as
below
Select the desired account name and press
<Enter> to go to next column [Narration],
here the string “Being cash received for
Inv No: .” automatically displayed on
focus
as
below
now press <Yes> or <Enter> go to the
next line’s [Serial Number] column press
<Enter> to go to [Account Name] and
press <Enter> to open the Custom Help
if you
want insert any information related to this
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Account
as
This is the simple way to create cash receipt
voucher for income, customer receipt and
other receipt through cash.
below
40.How to create credit
note?
This is a kind of accounting note created
for discount given to customers in multiple
circumstances or unpaid credit from
customers will be adjusted using the credit
note.
now, select the desired cash account name
and
press
<Enter>
So, now we will see how to do the credit
note in a easy manner. Go to top menu and
choose
[Account
Department]
if you
press three <Enter> continuously then first
line information automatically copied to
the corresponding column of second line
with out retype again as below
and press <Enter> to open it as below
by this way you create all bank receipt
easily, finally press <F9> or click Accept
to
finish
the
transaction
and press <Enter> to open [Credit Note]
as
below
if you want print click <Yes> otherwise
click <No> to proceed to next voucher.
and click <Create> to start the credit note
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process,
and
type the amount in the [Debit] column and
and it ask for starting voucher id you can
give your desire starting number of press
<Enter> to start with default starting and
now it will focus on [Serial Number]
column and press <Enter> to continue to
[Account Name] column as below
press <Enter>
it will show the current balance as above
and
click
<OK>
press <Enter> to open Custom Help
Account
to
as
below
it
ask for Want to Add More? It choose
<Yes>
to
go
to
next
line
and select your desire account name, here
we choose “Cash Discount Given” as
below
and press <Enter> to go to [Narration]
column here you can type your desire
details belongs to the transaction as below
<Enter>
to
focus
and press <Enter> to open the Custom
Help Account and choose the desire
Customer
and press
next
column
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and press <F9> click <Accept> to save
changes to credit note and it will show as
below
and press <Enter> to focus on [Narration]
column to the first line narration will
automatically placed on the second line
narration
as
below
if
you really want to print the credit note
press <Yes> or click <No> to without
printing, by this way can create all the
credit notes one by one.
and press
<Enter> to go to [Credit] column the debit
amount will placed automatically to credit
column
as
below
41.How to create debit
note?
and
press <Enter> it show you the closing
balance for the current account name as
This is a kind of accounting note created
for discount received from suppliers in
multiple circumstances or unpaid debit to
suppliers will be adjusted using the debit
note.
below
<Enter>
it
ask
So, now we will see how to do the debit
note in a easy manner. Go to top menu and
choose
[Account
Department]
and press
below
and press <Enter> to open it as below
press <Enter> or <Yes> to go to next line
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and select your desire account name, here
we choose “Cash Discount Received” as
below
and press <Enter> to open [Debit Note] as
below
and press <Enter> to go to [Narration]
column here you can type your desire
details belongs to the transaction as below
and click <Create> to start the debit note
process,
<Enter>
to
focus
and press
next
column
and type
the amount in the [Credit] column and
press
<Enter>
and it ask for starting voucher id you can
give your desire starting number of press
<Enter> to start with default starting and
now it will focus on [Serial Number]
column and press <Enter> to continue to
[Account Name] column as below
it will
show the current balance as above and
click
<OK>
press <Enter> to open Custom Help
Account
to
as
below
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press <Enter> it show you the closing
balance for the current account name as
it
ask for Want to Add More? It choose
<Yes>
to
go
to
next
line
below
<Enter>
and press <Enter> to open the Custom
Help Account and choose the desire
supplier
it
ask
and press
below
press <Enter> or <Yes> to go to next line
and press <F9> click <Accept> to save
changes to credit note and it will show as
below
and press <Enter> to focus on [Narration]
column to the first line narration will
automatically placed on the second line
narration
as
below
if
you really want to print the debit note
press <Yes> or click <No> to without
printing, by this way can create all the
debit notes one by one.
and press
<Enter> to go to [Debit] column the credit
amount will placed automatically to credit
column
as
below
42. How
journal?
to
create
and
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The journal is a kind of accounting
voucher, if the user would like to do all the
transaction as their wish without any
bounded rules the journal is right choice.
Simply, except cash and bank transaction
will be entered using journal voucher.
here, type your desire starting voucher id
or click <OK> to conitnue with the default
serial and press <Enter> to focus in the
[Serail Number] and press <Enter> to
focus on [Account Name] and press
<Enter> to open Custom Help Account as
below
Here, we see how to create journal
voucher, go to [Top Menu] and select
[Account
Department]
as
below
and press <Enter> to open [Account
Department]
menu
as
below
and choose [Journal] and press <Enter> to
open journal voucher as below to start the
process
choose your desire account name and
press <Enter> select it to transaction. As
below
and press <Enter> and focus to the
[Narration]
column
as
below
and press
<Enter> and you have to choose [Debit] or
[Credit] column and type your desire
amount in correct column as below
and click <Create> to start it will ask you
enter starting voucher id in case you are
doing very first journal voucher the
inputbox
will
look
like
this
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press
<Enter>
to
ask
and
below
press <Enter> to select the name as below
and press <Enter> the control will go to
[Narration] column, the previous line
narration value automatically pasted here
without retyping it again as below
shows the
current balance of the current account
name selected, click <OK> or press
<Enter>
and press <Enter> to go to next column
and choose your desire [Debit] or [Credit]
column here we choose credit column as
below
and the amount will automatically pasted
from the previous line without retyping it
again
and
press
<Enter>
now press <Enter> or click <Yes> to
proceed with the next [Serial Number] as
below
and press <Enter> to go to [Account
Name] serial number 2 and press <Enter>
to open Custom Help Account as below,
from the help select your desire account
name by typing the account name in the
textbox shown below, it filtered the desire
account
name
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and
it
shows the current balance of the selected
account name and press <Enter>
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it
ask Want to Add Mote? Click <Yes> or
press <Enter> it focus on next line of
[Serial
Number]
column
information as below
and
press <Enter> to open it as below
now press <F9> or click <Accept> to save
the transaction and the message will
display
as
below
and click <Alter> from the command
button it will open the Custom Help
Account
as
below
if
you want to save the transaction press
<Yes> or click <No> to without printing.
43. How to feed opening
balance
for
single
account?
If the business is already running we
suddenly implementing the software
application we have many closing balances
some are in debit or credit depend the
nature of account, so we will see here how
to feed opening balance as below go to
[Left Menu] and select [Account]
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and type your desire name as below and
press <Enter> to select it to a alteration
mode
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Suppose, we are going to start software
from the middle of business (not new
business) we have transaction closing
balances for all the accounts, we have to
feed the closing debit of last balance to
opening debit and closing credit of last
balance to opening credit
and click on [Opening] tab button to show
as
below
Here, we will show how to do this as
below, go to [Left Menu] and select
[Account]
Information
you can feed the it in [Debit] or [Credit]
column, if you lost your focus from the
any amount typed column either [Debit] or
[Credit] it will be locked automatically its
called safety lock, if you want open the
safety lock you have press <F1> from the
particular column it will show message as
below
and click
to open the account information as below
now, click <OK> or press <Enter> to
change the value again.
After finish everything, you have to press
<F9> or click <Accept> to save changes,
by this way one by one you have to feed
the opening balance.
there you will find a command button
[Opening Balance] next to [Show] button
44. How to feed opening
balance for multiple
account?
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and press <Enter> up to it focus on
[Account Name] of next line, as below
and press <Enter> to open Custom Help
Account
again
as
below
click [Opening Balance] button to open the
screen
as
below
and press <Enter> to select account name
below
press <Enter> to focus on [Account Name]
and press <Enter> to open Custom Help
Account and search your desire name as
below
and press <Enter> to go to [Debit] or
[Credit] and closing balance is credit put it
in the credit column as below
and click <Enter> to select as below
and the total of debit and credit column
will
be
show
as
below
and if the closing balance is debit put it in
debit
column
to navigate between up/down account
names use <Up> Arrow and <Down>
Arrow. Finally, click <Accept> button if
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you want to save all the changes you
made, otherwise click <Close> button to
exit without saving the changes.
45. How to feed opening
stock for product?
In every business, if we start the software
in the middle, there will a initial stock in
hand, this will be feed in the [Opening
Stock] as described below.
the default column will be available there
is
 SNo (Serial Number)
 Product Name
 MRP (Sale Price Maximum)
 Qty (Quantity)
 Price
 Amount
 Sale Price
 Nett Price
Here, the product will be classified as



Raw Material
Semi Finished
Finished Product
All the product have to be feed in
[Opening Stock] in same way.
Go to [Right Menu] and select [Stock
Management]
We have feed the desired information one
by one as below,
In the left top position <Create> button
will be there, select it, and press <Enter>
or
mouse <Click> to
start
it
and
press <Enter> to open it as below
for very first voucher as usual it ask for
starting voucher id, and press <Enter> it
will focus on the Voucher Date
and select [Opening Stock] and press
<Enter> to open the opening stock screen
as
below
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you
have to feed all the opening stock in same
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date, if you feed it in the next date, if you
previously created any opening stock for
same product in the previous it will be
omitted and the next date opening stock
will taken as a new opening stock for this
product, for example
o Quantity
 1750 Pce
Now, the current stock will 1750 in any
method you use it will correct.
From [Voucher Date] press <Enter> to go
to [Debit] text
box as below
If you feed as below



Voucher Date :
o 01-01-2000
Product Name :
o Turmeric Powder 100g
Quantity
o 1500 Pce
the default will be “Branch 1”, press
<Enter> it ask as below “Want To Auto
Load Opening Stock?” the default answer
is
<No>
The current opening stock is 1500 Nos.
Suppose, after 5 days if you find there is a
quantity counting mistake in the stock
taken that day, the actual quantity is 1750
Pce that is 250 more, so, what you have to
do now


press <Enter> it will focus to <Credit>
column
as
below
Method-1 Create new voucher for
the same product on the same date
i.e.
o Voucher Date
 01-01-2000
o Product Name
 Turmeric
Powder
100g
o Quantity
 250 Pce
Method-2 Create new voucher for
the same product on the current
date i.e.
o Voucher Date
 05-01-2000
o Product Name
 Turmeric
Powder
100g
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and press <Enter> to go to product details
<Serial Number> column as below,
press <Enter> to focus on <Product
Code> column if you know the code of the
product name type it, otherwise press
<Enter> to open the Product Enquiry as
below
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from this, select your desire product and
press <Enter> the product code will be
placed
automatically
as
below,
it manually later on, but the default will
answer will be <No>, select your option
and
press
<Enter>
and press <Enter> to show the product
name, MRP, Purchase Price, Sale Price,
Nett
Price
details
as
below,
now the above message says your entry
was saved successfully in this duration.
and type the desire quantity as below
By this way, you have to create all the
opening stock product one by one.
and press <Enter> continuously up to next
line,
46.How to create, alter,
delete multiple barcode
for one product?
This facility is used to create more than
one barcode identity for a product, which
is used for many products which are
classified by flavors which leads us to stop
create same product name for one product,
which saves time and increase the speed.
and try to feed next product maximum
499 products you can create for a voucher.
Finally, press <F9> or click <Accept> to
save changes and display the message
below, suppose you have made any
changes in main product information like
[Sale Price], [Nett Price], you have choose
<Yes> for this question, then only the
newly changed information will be
updated in the product information, if you
choose <No> the product information will
be remain unchanged, you have to change
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To activiate this facility, you should ask
our support engineer to activate the setting
id 241 Enable Multiple Barcode Facility
For One Product ? to Yes. Let us see how
is this working as below, go to <Bottom
Menu>
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and press <Move First> button from the
navigation control, now it shows the
existing product barcode as below,
and open <Product Enquiry> by pressing
<Enter> or mouse <Click> as below
now select on the desire product and press
asteric (*) to open the product multple
barcode screen as below
use <Move Next> navigation control to
move to the next barcode, you want scan
correct barcode, once do it and click
<Accept> to made alteration successfully.
If you want to remote and multiple
barcode information, just click <Delete>
from screen and use navigation to search
the unwanted product and click Accept to
remote
the
barcode
permanently.
if you want create a new barcode just
click <Create> button, it will focus on the
[Barcode]
textbox
as
below
now type the barcode manually or just
scan the barcode using barcode scanner as
below
it
ask this question when you try to remove,
if you press <Yes>, the transaction will be
deleted
permanently
and click <Accept> to save changes.
If you want alter a existing barcode just
click
<Alter>
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and it shows the
message box, by this way we have create,
alter and delete it.
and you will
see the [Finance Department Menu] as
below
47. How to create bill to
bill settlement receipt
(cash or bank)?
now, choose [Receipt] from the menu and
press <Enter> or mouse click to open it
and display the receipt screen as below
This facility is used to create Cash Receipt
(CRCP) or Bank Receipt (BRCP) in bill to
bill settlement method and also the receipt
detail will automatically available in the
Ledger Account Summary of the
customers.
What are the key benefits of using this
method are as below




Pending bills will know separately
as report
Cheque or cash details of settled
bill as report
Return bills will know separately
as report
Date wise collection reports
now click [Create] to start the receipt
creation
process
as
below
Here we see how to do this easily as below
Go to [Right Menu] and select [Finance
Department]
as
below
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it show you a Text Box and asking
[Voucher ID] of sale invoice already
created for the customer who is going to
pay the money now as below
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information. Here we discuss little bit
about the columns,


just type [Voucher ID] as below and press
<Enter>


then it shows the customer details
automatically
as
below
[Serial Number] is the sequence
number for how many invoices
will be created
[Account ID] is the sale credit
account id used in the application
press <Enter> to display the
Custom Help Account of sale
[Account Name] is the sale credit
account name retrieved using the
account id
[Invoice Number] type invoice
number manually or press [Enter]
to display the Custom Help
Voucher
as
below
and the invoice details automatically
retrieved
as
below
it
and it automatically focus in the [Invoice
number] and press <Enter>, if the bill is
already settled it will display the as below
display
the
information
if you want to continue anyway click
<Yes> otherwise click <No> it will focus
again in the [Invoice Number] give
another invoice number to display the
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









o [Year] is the current year
of selection
o [Debit] is to display the
credit sale account name
o [Select] is to select the
collection status as
 Pending
All
Vouchers
 Settled Vouchers
 All Voucher
o Use +/- to display the
Next/Previous
year
information in single key
press
[Customer Invoice Number] is the
invoice number of customer even
entered in the day book also
[Invoice Date] is the invoice date
entered in the day book also
[Invoice Amount] is the actual
invoice amount
[Invoice Return Amount] is the
invoice return amount against the
invoice number
[Settled Amount] is the already
settled sum of amount
[Amount] is the receipt amount
collected from the customer
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

[Remarks] is the additional
information column for the
corresponding invoice number
[Bank Account ID] in case of
customer paying through the
cheque you must select the bank
account id
[Bank Account Name] is the
account name retrieved using bank
account id
[Cheque Number] is the column
for cheque number received from
the customer
[Cheque Date] is the column for
cheque date received from the
customer
[Cheque Date Received Status] is
the column to display the sum of
cheque amount received on that
date
Instead of typing [Voucher ID] if you
press
blank
<Enter>
it focus
on the [Voucher Date] type your desire
date and press <Enter> to focus on [Debit]
as
below
is this Cash Receipt just leave the default
account name Cash In Hand as it is and
just press <Enter> otherwise use <Space
Bar> to select another cash account or
bank account name using Custom Help
Account
as
below
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then you can type or select [Invoice
Number] as said above and add more
invoices one by one and finally you will
get the total cheque value.
By this way you can create bill to bill cash
receipt or bank receipt the corresponding
ledger account will be auto loaded
instantly without fail.
48. How to create bill to
bill settlement payment
(cash or bank)?
select your desire account name and press
<Enter> to focus on the Credit column,
here also use <Space Bar> to select desire
customer account name as below
This facility is used to create Cash
Payment (CPAY) or Bank Payment
(BPAY) in bill to bill settlement method
and also the payment detail will
automatically available in the Ledger
Account Summary of the suppliers.
What are the key benefits of using this
method are as below

select the correct customer and press
<Enter> to proceed to next it will focus on
the <Serial Number> and press <Enter>
then it go to the <Account ID> the default
credit sale account id 3210000002 will be
displayed
automatically
as
below



Pending bills will know separately
as report
Cheque or cash details of settled
bill as report
Return bills will know separately
as report
Date wise payment reports
Here we see how to do this easily as below
Go to [Right Menu] and select [Finance
Department]
as
below
and press <Enter> to select retrieve the
credit sale account name as below
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


and you will
see the [Finance Department Menu] as
below

[Serial Number] is the sequence
number for how many invoices
will be created
[Account ID] is the sale credit
account id used in the application
press <Enter> to display the
Custom Help Account of sale
[Account Name] is the sale credit
account name retrieved using the
account id
[Supplier Invoice Number] type
invoice number manually or press
[Enter] to display the Custom Help
Voucher
as
below
now, choose [Payment] from the menu
and press <Enter> or mouse click to open
it and display the payment screen as below
it
display
the
information
now click [Create] to start the payment
creation
process
as
below
Here we discuss little bit about the
columns,
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









o [Year] is the current year
of selection
o [Debit] is to display the
credit sale account name
o [Select] is to select the
collection status as
 Pending
All
Vouchers
 Settled Vouchers
 All Voucher
o Use +/- to display the
Next/Previous
year
information in single key
press
[Supplier Invoice Number] is the
invoice number of supplier even
entered in the day book also
[Invoice Date] is the invoice date
entered in the day book also
[Invoice Amount] is the actual
invoice amount
[Invoice Return Amount] is the
invoice return amount against the
invoice number
[Settled Amount] is the already
settled sum of amount
[Amount] is the payment amount
paid to supplier
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

[Remarks] is the additional
information column for the
corresponding invoice number
[Bank Account ID] in case of
supplier payment through the
cheque you must select the bank
account id
[Bank Account Name] is the
account name retrieved using bank
account id
[Cheque Number] is the column
for cheque number paid to the
supplier
[Cheque Date] is the column for
cheque date paid to the supplier
[Cheque Date Paid Status] is the
column to display the sum of
cheque amount paid on that date
If you click <Create> it will focus on the
[Voucher
Date]
it focus
on the [Voucher Date] type your desire
date and press <Enter> to focus on [Debit]
as
below
is this Cash Payment use <Space Bar> to
select supplier account name using Custom
Help
Account
as
below
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then you can type or select [Invoice
Number] as said above and add more
invoices one by one and finally you will
get the total cheque value.
By this way you can create bill to bill cash
payment
or
bank
payment
the
corresponding ledger account will be auto
loaded instantly without fail.
49.How to do simple
year creation process?
select your desire account name and press
<Enter> to focus on the Credit column,
here also use <Space Bar> to select desire
cash account name or bank account name
as
below
The year creation is the process at the end
of financial year of each company
essential information will be placed in a
new file and the closing balances of stock
and debit / credit balances of ledger
accounts transferred and the remaining all
the transactions will be initiated to zero,
what is the real advantages of year creation



press <Enter> to proceed to next it will
focus on the <Serial Number> and press
<Enter> then it go to the <Account ID>
the default credit purchase account id
3120000002
will
be
displayed
automatically
as
below
Size of the data files will be
reduced
Speed of the application will be
increased
Each year financial statements will
be taken easily
The financial period of the company will
be vary from country to country, normally
the financial period of india is 1st April
2000 to 31st March 2001 and the financial
year of Malaysia is 1st January 2000 to 31st
December 2000, during the selection of
company and the particular period the
voucher date should be between these
dates specified as financial period
and press <Enter> to select retrieve the
credit sale account name as below
For example, here we see the current
financial year is 01-04-2011 to 31-03-2012
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but now the date is 01-04-2012 so it will
not allow you go inside.
just open the software and type the starting
date of current financial year as below
and press <Enter> it shows a message box
saying that the date should be between the
financial year and press <Enter> or mouse
<Click> it ask you as Want to do year
creation
process?
and press <Enter> up to [Company] in the
[Top
Menu]
then press <Yes> to start the process
press <Enter> to focus on the [Select]
option
as
below
it ask want to do simple year creation
process if you press <Yes>
it
automatically increase 365 to the [To] date
of current company year and display a
message
below
then it shows the company name and
financial
year
as
below
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For example, here we see the current
financial year is 01-04-2011 to 31-03-2012
but now the date is 01-04-2012 so it will
not allow you go inside.
that saying the application will close
automatically and the simple year creation
process is over.
just open the software and type the starting
date of current financial year as below
Then try to open the software and start
working the application
will work
correctly.
50. How to do detailed
year creation process?
The year creation is the process at the end
of financial year of each company
essential information will be placed in a
new file and the closing balances of stock
and debit / credit balances of ledger
accounts transferred and the remaining all
the transactions will be initiated to zero,
what is the real advantages of year creation



and press <Enter> up to [Company] in the
[Top
Menu]
Size of the data files will be
reduced
Speed of the application will be
increased
Each year financial statements will
be taken easily
press <Enter> to focus on the [Select]
option
as
below
The financial period of the company will
be vary from country to country, normally
the financial period of india is 1st April
2000 to 31st March 2001 and the financial
year of Malaysia is 1st January 2000 to 31st
December 2000, during the selection of
company and the particular period the
voucher date should be between these
dates specified as financial period
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then it shows the company name and
financial
year
as
below
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and press <Enter> it shows a message box
this will recalculate all the account
balance once again in case it has any error
or missing entry will be replaced
automatically.
After
finish
stock
calculation it ask the next question as
below
saying that the date should be between the
financial year and press <Enter> or mouse
<Click> it ask you as Want to do year
creation
process?
now it ask you to recalculate closing stock
for all products which take some more
time according to the product you have,
please be patient until it finishes all the
recalculation work
then press <Yes> to start the process
it ask you for the simple year creation
process you have to choose <No> then it
ask
you
as
below
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now it ask you want to create new year for
this company, you have to choose <Yes>
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This Company?” you have to choose
<Yes>
otherwise
choose
<No>.
now it ask you as “Want To Initiate
(i.e.zero) Manufacturing, Trading, P & L
Account Opening Debit/Credit to Zero for
this company?” choose <Yes> to do this.
to do it
then it says the company creation is
successful
Finally, it says the year creation process
over, just close application and open it
again
as
below
now it ask you, “Want To Create Data
Files For This Company ?” you have to
choose <Yes> to create new data files,
51. How to do year end
closing stock process?
In all around the world, the closing stock
check process is same, but duration of
stocking is depends the nature of the
company, some companies are doing
yearly or half yearly or quarter yearly or
monthly
now it ask you “Want To Initiate Date For
This Company? You have to press <Yes>
to do initiation except Product, Customer,
Supplier and General Account Heads
Here, we see how to do yearly closing
stocking procedure,
then it ask as “Want to Transfer Closing
Debit/Credit to Opening Debit/Credit For
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Open
last
year
company


and go to [Right Menu] as below


and
choose [Stock Management] as above and
press
<Enter>



and choose [Closing Stock] from the menu
and press <Enter> to show the [Closing
Stock]
screen
as
below



[Product Name] is the name of the
product
[Type] is the type of product athat
is
o RM – Raw Mateiral
o FP-Finished Product
o PM-Packing Matrial
o SF-Semi Finished Product
[MRP] is Sale Price Maximum
also known as Maximum Retail
Price of the product
[Closing Stock] is the current
stock in software application
[Quantity] is the physical stock to
be entered manually by the user
[Closing Stock Difference] is the
difference between the [Closing
Stock] and the [Quantity]
[Price] is the cost price of the
product
[Amount] the physical [Quantity]
multiplied by the [Price]
[Sale Price] is the selling price of
the product
[Nett Price] is the sum of basic
price + tax
Click <Create> the as usual it displays the
starting voucher id screen as below
it has several column in the product details
let us see what are they,


[Serial Number] is the sequence
number generated for counting
[Product Code] is code of each
product
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just press <Enter> then it focus on the
[Voucher
Date]
as
below
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and press <Enter> to go to [Debit] column
as
below
just press it ask you question as below
repeat this process for all the products
auto load correctly, finally, it display a
message
as
below
“Want To Auto Load Closing Stock?”
choose
<Yes>
to
auto
load
now, all the
closing stock will be created successfully.
Now, open the new company year as
below
then it ask you “Want To Load With
Negative Stock?” for this you have to
choose <Yes> then only you will see what
will
be
the
problem
and go to [Right Menu] as below and
select
[Opening
Stock]
now it loads 100 products per voucher in
product name alphabetic order with all the
information filled, now you to type the
actual physical quantity one by one and
press <F9> to accept the changes then it
display
message
as
below
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and press <Enter> to open it as below
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just press <Enter> then it focus on the
[Voucher
Date]
as
below
it has several column in the product
details let us see what are they,

[Serial Number] is the sequence
number generated for counting
[Product Code] is code of each
product
[Product Name] is the name of the
product
[Type] is the type of product athat
is
o RM – Raw Mateiral
o FP-Finished Product
o PM-Packing Matrial
o SF-Semi Finished Product
[MRP] is Sale Price Maximum
also known as Maximum Retail
Price of the product
[Quantity] is the physical stock to
be entered manually by the user
[Price] is the cost price of the
product
[Amount] the physical [Quantity]
multiplied by the [Price]
[Sale Price] is the selling price of
the product
[Nett Price] is the sum of basic
price + tax
press <Enter> then it go to [Debit] column
as
below
Click <Create> the as usual it displays the
starting voucher id screen as below
now it ask as “Want to update this changes
in product?” if you have made any changes









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and
press
<Enter>
then
it
ask
”Want to auto load opening stock ?” you
have to select <Yes> to auto load opening
stock from last year closing stock entry as
opening stock and click <F9> or <Accept>
to
save
changes,
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in Sale Price or product click <Yes>
otherwise click <No> then it show as
below
and press <Enter> to open it and go to
[Service And Maintenance] as below
repeat this process until all the products
finished successfully and you will get the
information
as
below
now, you
can check the closing stock of all the
product it will be correctly loaded from the
previous years closing.
and press <Enter> and choose [Trouble In
Balance] and press <Enter> and choose
[Trouble
In
Balance]
as
below
This is easy way stocking all the products
in a company to know the actual closing
stock value.
52. How to recalculate
balance for account?
The recalculate balance is facility to
calculate missing sale or purchase / receipt
/ payment during auto load process or
during power failure, for best performance
result or accuracy, you must run this end
of every day without fail,
and press <Enter> and ask as below
here we will explain how to do this, go to
[Reports]
in
the
[Top
Menu]
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here you type any starting of account id for
Customers example type as 1113 then it
calculate only for customers or click
<OK> to calculate for all the account then
it starts calculating and show the progress
bar
as
below
and press <Enter> to open it and go to
[Service And Maintenance] as below
please wait while until it finish all the
account one by one and display the
message
below
and press <Enter> and choose <Trouble In
Stock>
as
below
and you can check the balance everything
will come correct.
53. How to recalculate
stock for product?
The recalculate stock facility is used to
calculate the stock correctly in case of any
abnormal termination of application or
power failure or system crash, the
calculation process will not finish properly
press
<Enter>
to
and
select
Here, we see how to do this easily step by
step. Go to [Top Menu] and select
[Reports]
as
below
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after finish all the product it will display
the above message. Now you can check all
the product closing stock will come
correct.
[Recalculate
54. How to use product
match?
Stock]
This is the option used to arrange similar
product as a matching product. For
example, our customer asking product a
right now there is no stock and we can
press a key and tell the customer there is
some other product matching the same
product; we can recommend the other
products quickly
and it ask as “Want to recalculate for
complete product?” choose <Yes> to start
calculation process, for every 500 products
it
will
as
below
Go
to
bottom
menu
as
below
click <Product Match> it will open the
product
match option as
below
this will protect the application from not
responding
error(s).
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Here, we explain step by step how to
create product match, click <Create> to
start
the
process
select desire finished product and press
[Enter] and show below the product
information
this will
open the Custom Help Customized alias
Product
Enquiry
as
below
by this add all the product one by one as
below
first select the raw material Sugar and
press
<Enter>
and finally press <F9> or click <Accept>
to
save
to
changes.
and it automatically focus on the
[SeialNumber] and press [Enter] to focus
on
[ProductCode]
Now, we see how to check the product
match, goto <Product Enquiry> from the
bottom
menu
as
below
and
press [Enter] to open [Product Enquiry] as
below
click
to
open
it
as
below
now click <F4> to open product match as
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below
and then
Summary]
we can recommend the desire product to
customer with all information as showed.
select
[Ledger
Account
56.How to See Ledger
Account Summary for
Account Name ?
The ledger account summary is also
known as statement of accounts, to see the
report you have to follow the steps one by
one as below
Goto [Reports] from the top menu as
below
From the [Reports]
Department]
select
and it will show the filter screen as below
[Account
and here will explain the selection tags
one by one
By Account is the column to select desire
account name customer/supplier/expense
or any account using <Space Bar>
and
then
select
[Account]
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As
below
Date is the exact date of the transaction
executed
Type is the nature of transaction as code











select your desire account name and press
<Enter> then the account code will be
automatically placed in the textbox
corresponding to account name as below
press <Enter> continuously until it reaches
the From/To Date textbox as below and
press <Enter> to focus on <OK> button
BPAY is Bank PAYment
BRCP is Bank ReCeiPt
CPAY is Cash PAYment
CRCP is Cash ReCeiPt
PURC is PURChase
PRTN is Purchase ReTurN
SALE is SALE
SRTN is Sale ReTurN
JRNL is JouRNaL
DNTE Debit NoTE
CNTE Credit NoTE
Account Name is consist of account name
followed by Project Name in case you
have selected project in the daybook
transaction.
Debit is the value entered in the debit
column
Credit is the value entered in the credit
column
then
you
will see the report result as below
The very first line of the report will show
automatically the opening debit/credit
balance available in the account according
to the date selected by you.
you must watch the right top of the screen
to know how many pages are generated
the number
before slash (/) is current page number and
It has five columns as below
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number after slash (/) is total page
numbers.

Chemical Laboratory
Here, we will see the best example from
the furniture industry,
Use <First> <Previous> <Next><Last>
button to navigate between report pages as
Example: Dining Table Set
Normally, the dining table set consists of


Dining Table – 1 no
Dining Chairs – 4 no’s
Here, the dining table and chairs are
finished products, this can be sold
separately. But the dining table set is
logical product physically the product does
exist.
shown below
press <F9> or Click [Print] button to hard
For example if we have 10 no’s of dining
table set in hand, that means 10 no’s
dining table and 40 no’s of dining chairs.
Here, we will see how to achieve this in
one by one.
copy printing
repeat the same process to get ledger
account summary for all the account heads
created by you.
Step-1
Go to Product / Product Management from
57.How to use Product
KIT ?
The KIT is combination of more than one
finished product (FP) or raw material
(RM) or semi finished product (SF) is used
to perform certain application is called
KIT. The KIT used in many industries and
will be listed as below





Furniture Industry
Spare Parts
Industrial Equipment
Medical Laboratory
Food Industry
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the left menu
and
press Enter or mouse Click to open it as
below
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select <Finished Product> and press Enter
or Mouse Click to open it as below you
will see the finished product screen below
press Enter
or mouse click to open the Product KIT
Management
Menu
as
below
Create the following product one by one
with your required details
select
Product Kit from the menu and press Enter
or mouse click to open it as below
1. Dining Table Set
2. Dining Table
3. Dining Chair
For further details please refer chapter 11
How to create single product?
now, click [Create] it will shows the
Product Enquiry screen as below
Step 2
After creating all the products go to the
product enquiry type Dining in the product
name column you will find the product
listed
as
below
Scroll down the cursor and select Dining
Table Set and press Enter to get product
details
as
below
Step 3
Go to bottom menu and select Product KIT
or Product KIT Management as below
and the control will automatically focus
on the [Serial Number] text box
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now press
Enter to focus to the Code and type the
product code or blank enter to open the
Product Enquiry Screen as below
then press <F9> or click <Accept> to save
changes and repeat the same process for all
the product KIT one by one.
58.How to use Product
to KIT ?
and select product name Dining Table
from the list and press <Enter> to get it to
the entry screen and again press <Enter>
to retrieve the full information of the
product
as
below
This option is used to convert the group of
product in to one single product as kit,
after that the stock of the product will be
decreased according to the quantity in
product kit and quantity in product to kit
also the product kit quantity will be
increased
type 1 in the quantity column as below for
the Dining Table and press <Enter>
In this case, if the Dining Table set is
ready for 10 no’s you have to do the
Product to Kit transaction entry for 10 no’s
then the stock of Dining Table Set will be
increased by 10 and the stock of the
Dining Table and Dining Chair will be
decreased each 10 automatically, if the
product kit was not done for Dining Table
Set it will not happen.
now press <Enter> continuously until it
reaches
next
line
as
below
Let us explain step by step procedure how
to do this simply,
by this way add Dining Chair and put
quantity as 4 and press <Enter>
continuously until it reaches next line as
below
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Go to Bottom Menu and select Product
KIT
Management
as
below
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information just press <Enter> to proceed
show
the
Product
then it will
Kit as below
to next.
Then you have to type the correct date in
voucher date and press <Enter>
now click on <Product To Kit> and press
<Enter> to open it show the screen as
below
you have
to select the name of product kit as below
now click <Create> to start the creation as
below
now it ask for new voucher id as below
if you have no any previous serial of
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